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Company Name : Al Zahrawi Medical Supplies LLC

Receptionist & Admin Assistant

bayt.com

Job Description

Policies & Procedures:

  • Adhere to all Zahrawi Policies & Procedures as applicable

Responsibilities:

  • Managing the reception area; welcoming visitors and directing them to the right place.
  • Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call
  • Handling the reception email address, and direct and prioritize tasks received accordingly.
  • Arranging the Group VP’s MS teams calls and following up with the attendants.
  • Maintaining the Group VP’s business cards file and updating it when requested.
  • Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.
  • Insuring measuring temperature and checking Al Hosn application for staff as per office policies and government guidelines and regulations.
  • Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
  • Third party suppliers’ management including their access & scoop of work completion.
  • Emailing scanned copies of the cheques and receipt vouchers to finance department.
  • Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers.
  • Coordinating with sales coordinator for tenders.
  • Addressing technical issues to IT department and Supporting IT to ensure all connections are running well in the office
  • Keeping scanned record of all-important contracts and agreements sent from or received at Abu Dhabi office.
  • Office inspection multiple times a day focus on clean, organized, maintain functionality, reporting to contracted teams for rectification
  • Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
  • Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in AUH office
  • Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.
  • During the absence of the office assistant, responsible of the documents and non-documents sent with the drivers to Dubai Office and Warehouse and following up with Dubai Admin Team to ensure receiving them, responsible of handling DHL Courier
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